DUXBURY FREE LIBRARY
BOARD OF TRUSTEES
MEETING MINUTES
FEBRUARY 17, 2005
Members Present: Theodore Flynn (Chair), Carl Meier, Nancy Delano, Lynne Walsh, Margaret
Lougee and Jack Hill
Staff Present: Elaine Winquist (Director), Nancy Denman (Assistant Director), Ellen
Snoeyenbos (Young Adult librarian) and Deborah Killory (Administrative
Assistant)
Also Present: James Mandrell (Candidate for Library Trustee)
The meeting was called to order at 7:40 am in the Setter Room at the Duxbury Free Library.
Minutes of previous meeting
The minutes of the January 19, 2005 meeting were presented.
Moved by Mr. Meier, seconded by Ms. Walsh, to approve the minutes of the January 19, 2005 meeting as presented.
Vote: 6 – 0 in favor
Director’s Report
Ms. Winquist presented her written report. She discussed the HVAC situation in the building, noting changes in the industry. Problems with TRANE had led to the library ending its contract, but now NORESCO is getting out of the customer service business and TRANE is improving its service. TRANE is offering the possibility of a significantly less expensive fix for the library’s HVAC system, in part due to the fact that there would be no charge for software (because the library has a license). They would also be able to offer necessary hardware at a good price. She also noted that the Fiscal Advisory Committee is supportive of the library’s request for capital funds for repairs to the north wall, replacement of the alarm panel and a new vacuum
cleaner.
Department Reports
Reports of the Children’s, Circulation, Reference and Technical Services Department were distributed. The re-energized relationship with the schools was noted. Ms. Snoeyenbos said that the middle school librarian has been very involved in setting up contacts with eighth grade classes, while the head of the history department continues to be supportive.
Friends Report
Ms. Winquist reported that the five subcommittees of the Friends are all working hard. The Friends will continue their financial support of the libraries materials and programming needs and have leased a new copy machine for staff. They hope to raise money for a security system and are considering targeting businesses for this campaign.
Town Meeting
Annual Town Meeting will take place on March 12. Three trustees will be unable to attend.
Town Elections
Two seats on the Board of Library Trustees are on the ballot this year. Mr. Meier is up for re-election; Ms. Lougee is not running this year. Leslie Ball and James Mandrell are candidates.
Open Meeting Law
Mr. Flynn noted that it is against the open meeting law to collect opinions of a town board on an issue via email. Information can be sent out to board members, but an opinion poll cannot be taken outside of a posted public meeting.
Fundraising
Ms. Winquist asked the trustees for an opinion on the idea of a library group raising money for an entity other than the library. The YA Bookmarks would like to raise funds for a library in Afghanistan, working through Razia Jan. Mr. Meier expressed that opinion that it was good to have the young adult group raise money for others; other trustees agreed. Ms. Snoeyenbos felt that the project underscores the value of literacy and books to kids. Because of Ms. Jan’s involvement, the group will be able to see photographs of the new books in the Afghani library. She suggested the Rotary Club as a possible vehicle for handling the money. The trustees advised the director that they support the proposed fundraising by the young adult group, but that
accountability for the money is important.
Long Range Planning
Mr. Meier reported that the Long Range Planning Committee has composed a new mission statement, which he distributed along with a description of the methodology to date. He reported that he had attended a management team meeting at which goal setting was addressed. He was impressed with the positive tone of the meeting. Mr. Meier projected that a draft long range plan would be ready in April or May.
FY06 Budget
During the review of the library budget by the selectmen, the tech services position to be restored in the FY06 budget was reduced from 21 hours to 19 hours per week, making it a non-benefit position. This does not reduce the personnel budget, as the funds from the two hour per week reduction was moved to the substitute/overtime line, but it could be a union issue. $3,000 has been added to the budget to meet the state certification requirement.
Ms. Winquist reported that she is awaiting estimates on the north wall repair. Mr. Hill said that the town chose to preserve a historical building and change its function to that of a library. He felt that that decision should be used as an argument to the Community Preservation Committee in attempting to obtain community preservation funds for the north wall brickwork. Ms. Winquist said that to date, the committee has not accepted that argument.
The library has received $15,989 in state aid for FY05, which will be used to supplement the FY06 budget.
Moved by Mr. Hill, seconded by Mr. Meier, to adjourn at 8:28 am.
Vote: 6 – 0 in favor
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